18 Meeting Management Software Your Team Should Start Using

In America, 55 million meetings are conducted on a weekly basis. Whereas the total number of meetings held annually in America, surpass well above a billion. That’s right, America meets a ton!

That means more than a quarter of the total time of an average American working in an organization is spent attending meetings. In 2017 Cisco reported that 37% of employee time is spent in meetings.

How much of that total time spent in meetings is actually productive?

According to a report by Attentiv, 63% of the total meetings held annually are conducted without an agenda. Goes without saying, ill-planned meetings lead to ill-achieved outcomes.

Planning your meeting, managing it and then conducting it strategically to achieve a solid outcome from the meeting is all part of meeting management.

Modern workforces have automated their traditional meeting platforms into virtual meetings, with the use of meeting management software.

Meeting management software has been a tremendous help in enabling teams to achieve myriad of goals within a cost-effective approach. However, even the modern methods of conducting meetings have their downside; patchy network, technical issues and choppy video, to name a few.

Which is why we have gathered a list of the 18 best meeting management software that your team will most definitely enjoy meeting within.

nTask is compatible with many different devices and equipment, including iOS and Android.

Once the meeting has been scheduled, the organizer can manage control over which attendee can edit and make additions to meeting material (i.e. agenda, discussion points decisions and follow-up actions)

Merits:

Easy to use interface that facilitates editing the Meeting Schedule whenever necessary

Sends email reminders of meetings to every team member

Allows meeting materials to be shared for review by other team members

Allows organizer to share minutes of meeting with each participant

Send meeting invitation to unlimited team members

Unlimited number of meetings in the FREE version

Demerits:

Is only a meeting management software that can be used to schedule and manage the outcomes of the meeting.

Sign up for the best meeting management software today, it’s free!

2. Cisco WebEx

WebEx, a product of Cisco is an enterprise favorite! Known widely for its impressive video conferencing, and webinar hosting feature, businesses of all sizes find it extremely supportive for collaborative purposes.

The WebEx Meeting Center is a built-in tool in the software that allows users to schedule and host meetings ahead of time.

You can schedule a meeting using two set of options. If you’re short on time, and all you need to do is quickly schedule a meeting with its name, attendees, date, and duration, then use the Quick Scheduler. On the contrary, you can use the Advanced Scheduler that lets you set an email reminder for the meeting and select its recurrence period. An additional reminder on the phone can also be setup using the ‘Call Me’ feature. This will send a reminder call on your phone before the meeting is about to take place.

All you need in order to invite a member to a meeting is their email address.

Key Features:

Brainstorm & Chat Tool – Communicate with team members in a private room. Gather and monitor real-time polls from the team

Editing, Recording, and Playback – Record meetings for future reference with a secure password. Playback the meetings on any device to re-visit the discussion

Merits:

Cross-platform functionality that assists users to join the meeting from Mac, Windows, Linux, Solaris and any mobile device.

Share and edit files in a meeting, once the host of the meeting provides access to chosen attendees for making changes.

Switch instantly between devices while on-call in a meeting

Desktop integrations that allow scheduling meetings from MS-Office, Lotus, and other IMs.

Demerits:

Limited types and size of files that can be shared

When scheduling a meeting, no place to set an agenda or design a meeting plan

Expensive if you need 10+ members in a meeting. $39/ user monthly

Meetings can’t be linked to tasks or projects

3. Meetin.gs

Meetin.gs is easily the most supportive meeting management software a team could use.

It is designed to organize, streamline and align your meeting management load with an interactive interface and visually attractive notification system.

There is so much that you can manage about your meetings using Meetin.gs and that too in the simplest possible way.

Meetin.gs provides numerous integrations with social communication tools (skype, google hangout, Microsoft Lync, your own conferencing solution). These integrations extend out to your calendar, address book and Customer Relationship Management systems (CRM). So, you can schedule a meeting with whomever you want from anywhere, using the easy-to-use ‘Schedule’ button present on various services.

Meeting.gs Features:

Create and edit agendas for team attendees

Create and edit action points to send team attendees for follow-up, post meeting

Centralize meeting agenda, files & images on a single page for easy visibility and accessibility for the other team members

Send meeting reminders and inform participants to confirm their availability for the meeting

Manage notifications sent to team attendees and manage their control of making changes to meeting materials

Merits:

Send unlimited meeting invitations to people using the integrated address book feature

Track the timeline of each meeting that is scheduled, taking place or has finished

$12/ organizer monthly

Create multiple meeting schedules for various objectives

Demerits:

Is only a meeting management software, doesn’t provide video or audio call feature

4. Fuze – Meeting Management Software

Fuze is another cloud-based meeting management software that is ideal for both large and small businesses alike. It provides a stellar variety of features to modify your meeting management experience at an affordable price. Fuze is designed to assist all sorts of business communications: video conferencing, content sharing, webinars, group chatting and screen sharing.

Key Features:

Cross-platform integration with every browser and compatibility with all types of devices

Simple, user-friendly interface to assist unified communication between the team

Merits:

Strong audio and video reception

Allows users to share all types of files and of all sizes, from anywhere

A free plan that allows unlimited meetings with teams ranging up to 25 members

Has its own mobile app so users can join meetings from their mobile phones

Demerits:

Meetings can’t be scheduled ahead of time

Meeting agenda, follow-up action, and discussion points can’t be created for participants’ insight

Meeting reminders can’t be sent

Meetings can’t be linked to tasks or projects

5. GlobalMeet by PGi

Everything you need in an ideal meeting management software, you can get it in GlobalMeet by PGi. Well, almost everything. It is one of those meeting services that were built keeping end-user functionality in mind.

It enables you to enhance the quality and productivity of your meetings and how you manage them. By far the most number of participants that any software can allow in a meeting is GlobalMeet. You can invite more than 120+ participants in a meeting on a paid plan.

The virtual rooms in GlobalMeet are large and user-friendly, with clear panels containing big buttons for users to navigate everything on a single window.

Meetings in GlobalMeet can be scheduled in two ways. One way is to use the Schedule feature on the software application. You select the date, time, duration and select your participants email addresses. The invitation is sent to the participants via email with the URL of the meeting given in it.

The software has an Outlook integration, so you can send meeting invitations from your Outlook account. All you have to do is use the GlobalMeet toolbar on your Outlook account.

In GlobalMeet, there is a File Library that lets you access your files, images, documents of all sorts without having to enter the meeting.

It stores all your data and information shared during a meeting. You can also move your files around in different folders by simply dragging and dropping them to the intended destination.

Much like Cisco WebEx, users you can conduct surveys and polls to gather feedback from their users during or outside a meeting. Users can create MCQ questions or essay questions, and then edit or delete them whenever they want.

Key Features:

Share screen, files, videos and meeting records with the rest of the team

Passcodes for participants to provide access to make changes to meetings’ quality

Whiteboard feature to enable team or individual brainstorming, summarizing meeting endpoints, discussion of plans & strategies. The host can allow access to other participants to his/her own whiteboard for collaboration.

Conduct productive meetings, everytime, with confidence

6. Eztalks Meeting

Eztalks meeting is also a cloud-based meeting management software. It is unique and versatile, allowing businesses to schedule meetings as well as conduct them on an instant need basis.

Eztalks provides a comprehensive platform for teams to communicate using their HD video and audio conferencing, creative whiteboards, cross-platform integrations and real-time chatting.

Eztalks aims to make meeting management and meeting assembly hassle free by providing quick access to meetings. You can send meetings invites by email or by sharing the meeting link with your attendees. The attendees don’t have to register for an account in order to accept the invitation, they can simply log in using their browser and enter the meeting.

Scheduling a meeting in Eztalks is equally simple. The host assigns a title to the meeting, date, time, subject of the meeting and details to let the participants know of the agenda.

Key Features:

Allows sharing – screen sharing, whiteboard sharing, file sharing.

Record meetings to review later or consult for future reference

Compatible with all devices

HD video & audio service

Merits:

Simple to understand and use interface

Permits control over meeting participants

Allows team members, associates and clients to quickly join the meeting without registering

Enables both organizing and conducting a meeting

Demerits:

No reminder of the meeting

No recurrence of the meeting

No linkage of the meeting to a task

7. ClickMeeting

If you are looking for a meeting management tool that is easy to use, does not require huge volumes of storage and gives you a good user experience, ClickMeeting is for you.

This tool makes it to our list of top meeting management software due to its simple yet powerful interface.

Clickmeeting is an online tool created to make online meetings, video conferencing and webinars super efficient. This tool gives you the option to communicate with people across multiple locations and different time zones having different operating systems.

It is highly recommended for teams that need to constantly communicate from remote regions or businesses that cater to clientele globally.

You can collaborate with peers and customers effectively through options that help presenters connect with attendees. Whether you need to deliver uninterrupted, smoothly streamed presentations or need to hold a meeting on an urgent basis, Clickmeeting gives you a great user experience.

Plus, you have an option of sharing videos from other resources and share screen for improved communication.

ClickMeeting plans start at $30 per month for 25 users.

Key Features:

ClickMeeting offers the following features:

Audio and video conferencing

Whiteboard

Waiting room with agenda

Desktop Sharing

Moderated chat (for Q&A)

Private, one-on-one chat

Simultaneous Chat Translation

Webinar Statistics

One-click Recording

Address book

Customized Invitations

Polls, Tests and Surveys

Merits:

Super easy to use i.e. set up a meeting and connect clients.

Can handle large numbers of participants

Availability of a virtual storage for files transferred during conferencing

Option for professionals can customize screen

Offers great pricing for a basic webinar and meeting service

Easy integrations with other tools.

Offers a free trial.

Demerits:

Does not include break-out sessions.

No option for removing meeting attendees during the meeting.

No options to schedule recurring meetings.

No inactivity time-outs in the meeting follow-up features.

No phone support.

Toll-free conference lines are not available.

8. Lucid Meetings

Lucid Meetings is yet another meeting management tool that just won’t let you down. With so many features to avail, it makes it to our best meeting management software list due to its comprehensive list of features for holding meetings by small teams and grand enterprises alike.

This tool comes with guided instructions for key meetings and lets you arrange audio calls and video conferencing. With action items and follow up features, the team knows exactly where to take the project forward after the meeting.

Also, it helps keep the meetings on streamlined and prevents any overlapping conversation through speaker queues.

You can share information, add attendees and define meeting roles without a hassle. Lucid Meetings comes with a free trial and variety of pricing plans depending on the number of hosts. Paid plans start from $19 per month for 1 meeting host.

Key Features:

You can make use of the following features with Lucid Meetings:

Action Item Tracking

Agenda Management

Attendee Management and meeting roles

Meeting templates

Board Meetings

Committee Meetings

Internal Meetings

Invitation Management

Materials Management

Meeting timers

Speaking queues

Meeting Preparation Tools

Minutes Management

Post-Meeting Tools

Built-in audio with call recording

Audio transcription

Scheduling

Voting Management

Expert-designed meeting agendas

Decisions, issues, action items

Automated meeting minutes

Complete meeting history

Meeting effectiveness reporting

Web conferencing

Document presentation

Screen sharing

Calendars

Reminders

Action items and follow-up,

Reporting,

Ratings and feedback

Merits:

Ease of use

Comprehensive feature list

Multiple, flexible plans for pricing depending on the size of teams

Free trial for all plans

Demerits:

Does not have meeting room booking

Does not include travel management

9. Less Meeting

One of the most important aspects of having an effective meeting is covering all dimensions on the agenda within time. When meetings go beyond the time allotted, attendees start losing focus and there is a chance of the meeting going off track.

We have picked Less Meeting as one of our top meeting management software because of its color-coded, time tracking feature. Less Meeting helps in keeping your meetings productive through meeting time visualization.

It lets you set an overall timer before the meeting starts, giving each element on the agenda its own time limit. When the meeting starts, the timer placed at the bottom of the agenda starts keeping you in check of the time spent.

If the meeting goes up to 5 minutes beyond the time limit, the timer turns yellow and beyond five minutes it turns red.

Other than its efficient timing feature, Less Meeting allows you to cater to necessary meeting management functions by offering features such as creating notes that can be arranged through drag and drop, document and file sharing, action items, meeting objectives.

This tool also lets you keep links to previous agendas so you don’t have to go back and forth through records with relevant objectives. It also allows for integrations and plugins so you can work with your existing tools without having to start all over.

Plus, in case you cannot access the tool online, you can store your notes to later be synchronized on access to the internet.

Less Meeting offers a free trial and paid plans starting from $12 per month.

Key Features:

Less Meeting helps you carry out effective meetings in less time through the following features:

Invitation Management

Create agenda easily

Efficient meeting timer

Minutes Management

Note capturing and tracking

Photo capture

Audio with call recording and playback

Meeting scheduling

Decisions, issues, action items

Automated meeting minutes

Sync meetings with calendars

Reminders

Action items and follow-up

Merits:

Ease of use

Comprehensive features list

Offers free mobile apps

Security through meeting encryption

One place for meetings regarding different projects

Parking lot feature to store ideas

Offers a free trial

Demerits:

Does not have video conferencing

Does not have screen sharing

Short recording time

Conduct productive meetings, everytime, with confidence

10. Meeting King

Primarily a task management tool, Meeting King is designed to arrange your workflow around meetings. Meeting King allows you to schedule meetings, prepare an agenda, manage meeting and prepare post-meeting follow-ups and action items.

You can also add notes, share information and assign tasks to attendees through meeting minutes. A unique feature about this top meeting management tool is that it helps you hold a meeting on multiple topics related to different departments.

You can write notes and tasks, which can afterward be filtered out for the relevant department.

Another great functionality Meeting King gives is the availability of a single view to overseen meeting details of multiple meetings. This is especially useful if you are managing multiple teams and projects.

Meeting King comes with a free trial and paid plans start at $9.95 per month per user.

Key Features:

With Meeting King, you can hold efficient meetings with the following options:

Easily create meeting agenda

Standard agenda templates

Agenda template creation

Efficiently write meeting minutes

Meeting minutes templates

Share files and documents

Assign tasks while taking meeting notes

Comments on tasks and minutes

Collaboration on tasks

Powerful search for meeting minutes

Manage meetings and tasks by project, department, and person

Simplified calendar view

Individual use or shared usage by teams

Direct meeting creation from Outlook, iCal or Google Calendar

Follow-up meetings

Automatic task linking

Parking lot feature to store ideas

Detailed view of multiple meeting minutes in one place

Merits:

Simple to use

Great features list

Facility to oversee details for multiple meetings in a single view

Offers a free trial

Demerits:

No attendance management

No appointment management

No screen sharing

No video conferencing

No meeting room booking

11. Samepage

Samepage is an efficient and one of the best meeting management software with project management and collaboration features. You can schedule and make audio calls or hold video conferences for one-on-one or team meetings.

With the screen sharing option, you can share presentations with your teams or clients. Through its collaboration features, Samepage also lets you share files and important information.

Throughout the meetings, you can work on your tasks and projects without causing any problems to the workflow.

Samepage offers a free plan and Pro plan at $7 per user per month.

Key Features:

Samepage offers the following features for effective collaboration and meetings:

Audio calls

Video conferencing (individual and group)

Action Item tracking

Invitation management

Agenda management

Attendee management

Board meetings

Committee meetings

Internal meetings

Legislative meetings

Materials management

Text chat and messaging

Manual addition of data, time and initials to comments

Contact management

Content management

Cooperative writing and synchronized editing

Discussion boards

Document management

Group calendars

Project management

Task management

Version control

Merits:

Simple to use

Robust features list

Offers a free plan

Demerits:

No meeting minutes management

No meeting room booking

Lack of automatic date and time as well as initials stamp with comments

12. Magic Minutes

Magic Minutes is your one-in-all top meeting management software that lets you carry out all the necessary steps from meeting scheduling to after-meetings follow up plans. You can create an agenda, schedule the meeting and send meeting minutes with ease. You can also search for details regarding earlier meetings and actions to be taken through the stored history.

What’s more? You can predefine sentences or phrases that may need to be used during the meeting. You can send these sentences through a single click, which helps save time in manually typing responses or additional details.

You can also assign various tasks during the meeting to the attendees. At the end of the meeting, the meeting details can be downloaded as a single document with all relevant information from agendas to minutes.

Single document download for meeting details including agenda, minutes and reports

Merits:

Intuitive to use

Great features list

Ability to import reports

Offers a free plan

Demerits:

No travel management

No voting management

No video conferencing

No meeting room booking

13. SoapBox

SoapBox is the manager’s toolkit for staying organized and prepared. Its goal is to make being a manager easier, natural and fun through its platform for better one-on-ones, team meetings and company-wide discussions.

Key Features:

Create shared online agendas for one-on-ones and team meetings

Comment on agenda items

Take meeting notes right on your agenda

Assign next steps to team members, including a deadline, right in your agenda

Merits:

SoapBox basic is free to use, so you can create unlimited one-on-one and team meeting agendas, take meeting notes and more – at no cost

Having your agendas, meeting notes, comments and archives all in one place keeps you organized and holds your team accountable

Integrations with Slack, Microsoft Teams and an iOS app let you add agenda items where and when you’re already communicating

The interface is fun to use and easy to adopt

The Question Suggester Bot will recommend agenda items to add

Demerits:

No file attachments

No @mentions for team members

14. Vyte

Vyte is not like your regular meeting management software and scheduling tools. Offering you a personal page and meeting schedule straight from the browser, it eliminates complex steps that would generally be involved in setting up other tools.

It comes with some unique yet interesting features including being able to hide attendees from each other, personalized link page and customization for the tool.

Although it does not come with mobile apps, it keeps scheduling efficient and effective through its web-based system that incurs minimum storage space or cost on the customer. If you are looking for a simplified scheduling system that gets the job done, Vyte is for you.

Key Features:

Multiple options for logging in

Invite participants to a scheduled meeting

Send out feasible meeting dates to vote on by participants

Integrate scheduled meeting with your existing calendar

Customizable work environment through personalized logo and images

Time zone detection and handling

Set up “mandatory” invitees to avoid missing out on important attendees

Notifications and updates

Offers one-on-one and group meetings

Merits:

Multiple subscription plans including a free plan

Hide invitees from each other to ensure discretion

Controllable notifications.

Demerits:

No mobile application for iOS or Android

No inbuilt videoconferencing

No screen-sharing

No audio or video recording

15. Calendly

Calendly helps you manage your meetings online through a link. This meeting management software keeps things light and simple by merely letting you allot free time on your Calendly and share it through email or embed it on your page. Calendly takes care of the rest of the work for you.

The potential attendees select the time most feasible and that is added to your schedule. How simple is that?

Plus, it gives you options to set up group events so you can easily manage an upcoming webinar, tour or even a class. Moreover, simply use its free version or upgrade it on very affordable rates.

Key Features:

Personalized Calendly link

Customizable branding including removable Calendly branding

Multiple pooled availability options for teams such as round robin, collective scheduling, and multiple team members on one page

Options to set up group events

Automated event notifications

Customizable email notifications and reminders

SMS notifications

Add links to event confirmation pages

Offers invitee redirect

Metrics and reporting

Embeddable and shareable Calendy links

Merits:

Multiple subscription plans including a free plan.

Multiple scheduling options.

Demerits:

No mobile application for iOS or Android.

No inbuilt videoconferencing

No screen-sharing.

No audio or video recording.

16. MeetingSense

MeetingSense is one of the top meeting management software that takes minimum time to learn and operate. If you are looking for an instant switch from your current meeting management tool, MeetingSense may be the right pick for you.

With a sleek design, easily workable environment, this app comes with a feature set that helps you arrange meeting in style through by adding as much detail as you want in a customizable and flexible layout.

The potential meeting attendees receive automated email notifications for meeting invitation as well as any updates made on the meeting summary. Also, it can be easily integrated with tools you already use such as Calendar through a few basic configurations.

Merits:

Demerits:

No mobile application for iOS or Android.

No inbuilt videoconferencing

No screen-sharing.

17. Ecuria

Ecuria is a cloud-based meeting management software for easy access from anywhere across the globe. A robust set of features, multiple pricing plans from basic to board level and an intuitive interface make it a particularly attractive option for teams on all levels, local and remote.

You can easily set up meetings with predefined templates, assign tasks to attendees during the meeting and even go back to view progress on assigned tasks in later meetings, if any.

This makes it really easy to keep track of the tasks to be done instead of having to meet up, assign tasks and collaborate on different platforms. All of these features and more make Ecuria as one of the top meeting management software any team can adopt today.

Key Features:

Agenda creation with assign time to different points of discussion

Assignment of tasks and goals to team members post=meeting

Keep track of assigned tasks and option to revisit those in later meetings

Option to record clips and sections of your meeting that can be shared ahead

Attach relevant meeting clips with the task for intended assignees

Option for input of opinions/voting

Offers attendance tracking

Real-time meeting moderation for roll-calls, motions, and voting

Alerts and reminders

Automated reports generation

Single dashboard to keep access to information

Merits:

Cloud-based tool for easy access from anywhere

Pre-configured agenda templates

Task allocation during meetings

Mobile apps for iOS and Android

Multiple, affordable pricing plans

Demerits:

No video conferencing

No screen-sharing

18. Beenote

Beenote is another meeting management software available today that sticks to the point with its limited yet focused feature set. Instead of bombarding the user with a long list of features that lead to a complex learning curve, Beenote is easy to learn and operate.

Although it focuses mainly on meeting management features, it also comes with a task management module for easy follow up on tasks and projects discussed in meetings. It comes with a free (BeeFree), team (BeeTeam) and board/committee (BeeBoard) level subscriptions.

You can use this comprehensive agenda-to-minutes tool free forever or upgrade it at very reasonable pricing.

Key Features:

Agenda planning with relevant details that include meeting topic, objective, the person in charge, the role of participants, subject length, project folder and more.

Integral or partial voice recording for the meeting.

Automatically generated and easily printable meetings minutes.

Email notification for participants on agenda and meeting minutes.

Merits:

Offers a free version called Beefree with numerous features.

Provides task management features to follow up on tasks post meetings.

An affordable team plan at $8.66 per user per month.

Two voice recording options, integral and partial

Mobile apps available for iOS and Android

Demerits:

No video-conferencing option

No meeting reminders

No screen sharing

Every meeting management software is likely to be a mixture of strong features and some poor ones. But that’s ok, seeing as how every meeting has requirements unique to their purpose.

Some meetings are conducted for the purpose of uniformed collaboration, some essentially for learning and some for mere feedbacks and updates.

Check and see which of the meeting management software from our list fully caters to your meeting purposes and let us know in the comments below.

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